Location: Rogers,AR, USA
Exempt: No
Department: Administration
Reports To: Assistant to the Mayor
Location: City Hall Building
Date Prepared: March 18, 2015
Date Revised: June 18, 2021
Safety Sensitive: No
GENERAL DESCRIPTION OF POSITION
The Office Coordinator is an integral member of the Mayor's office staff. The Office Coordinator plays a key role in the day-to-day operations of the Rogers City Hall and works collaboratively with the Assistant to the Mayor, City Clerk's Office, and other staff to ensure they meet the principles and objectives of the City of Rogers.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Initial contact for the Mayor's office and the entire City Hall Building; providing information and assistance; answering multiple phone lines and evaluating or addressing any questions, complaints or concerns from the general public or redirecting them to the appropriate person(s) or department for assistance.
2. Greet and assist incoming public by promoting a positive public image and providing excellent customer service. Capable of using judgment and tact to direct visitors and callers to the appropriate division, county office, state agency, business, or individual.
3. Provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non-disruptive.
4. Maintain various storage areas in a neat and organized manner.
5. Accept incoming deliveries/packages for the building and ensure they are delivered in a timely manner to the appropriate parties, sort and distribute mail, and process supply orders from various departments.
6. Maintain a current knowledge of City projects, services, issues, and community events to provide information to callers and visitors. Examples include City Council or other board/commission agenda information, and City records from citizens, staff, and elected officials, and city procedures.
7. Compose and type letters, memoranda, correspondence, proclamations, certificates, flyers and other materials for Mayor's Office or other departments requesting assistance.
8. Maintain a reservation system on City Hall calendar for vehicles that various departments utilize for travel.
9. Maintain, input and scan city credit card receipts and invoices for the Administration Department; balance the accounts monthly.
10. Review website for outdated information and make recommendations to ensure the site meets the needs of the public.
11. Support the Mayor's Assistant in daily functions and special projects. Handle responsibilities for the Mayor's Assistant in their absence.
12. Issue garage sale permits, peddler's permits, and accept alcohol sales tax payments.
13. Perform other administrative and clerical duties as assigned.
14. Support staff in the Mayor's office with daily functions and special projects. Assist with some responsibilities for the Mayor's Office staff in their absence.
15. Perform any other related duties as required or assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 4 years related experience and/or training, or equivalent combination of education and experience.
COMMUNICATION SKILLS
Ability to read a limited number of words and recognize similarities and differences between words and between series of numbers; ability to write and speak simple sentences as a means for basic communication. ability to read and understand simple instructions, short correspondence, notes, letters and memos; ability to write simple correspondence. ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence. ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS
Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess and maintain a valid driver's license. Must have experience or the ability to learn Microsoft Office including Excel and Powerpoint. Must be able to operate general office equipment; examples would include, computer, scanner, printer, various online based software, etc.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
SOFTWARE SKILLS REQUIRED
Advanced: Word Processing/Typing
Intermediate: Accounting
Basic: 10-Key, Alphanumeric Data Entry, Contact Management, Database, Presentation/PowerPoint, Spreadsheet
INITIATIVE AND INGENUITY
SUPERVISION RECEIVED
Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.
MENTAL DEMAND
Close mental demand. Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's administration and operations; also to determine or select material and equipment where highly variable sequences are involved.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
RESPONSIBILITY FOR WORK OF OTHERS
Responsibility for work of others: Not indicated.
RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
Occasionally responsible for the organization's and/or associated organization's property where carelessness or error would result in only minor damage or minor monetary loss. Ordinary care and attention is required when handling this property in order to prevent loss.
ACCURACY
Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.
ACCOUNTABILITY
FREEDOM TO ACT
Generally controlled. General processes covered by established policies and standards with supervisory oversight.
ANNUAL MONETARY IMPACT
The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.
None. Job does not create any dollar monetary impact for the organization.
IMPACT ON END RESULTS
Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)
WORKING CONDITIONS
Normal working conditions as found within an office setting, wherein there is controlled temperature and a low noise level, plus a minimum of distractions.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is continuously required to sit, use hands to finger, handle, or feel, talk or hear; regularly required to reach with hands and arms; occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds; frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; distance vision; and color vision.
ADDITIONAL INFORMATION
LANGUAGE SKILLS
Bi-lingual preferred.
REASONING ABILITY
Ability to make decisions with little or no supervision in the absence of a Supervisor.
OTHER SKILLS AND ABILITIES
Ability to utilize both internal and external resources to obtain information and data necessary to carry out routine assignments and special projects. Ability to multi-task and prioritize workload with frequent interruptions. The position is required to work with frequent interruptions and tight deadlines to accomplish assigned responsibilities. Must have knowledge of administrative practices, procedures, policies, and experience with spreadsheets.